Event Requests & Reservations

Block Booking & Pre-Scheduling

Student organizations will have the opportunity to request events, as well as meetings,
for the 2020-2021 academic year through 25 Live. Upon approval of the organization's
re-registration, the 2020-2021 25 Live login information will be sent to the club
email. Once this is received, organizations can begin submitting space requests for
the upcoming academic year.

Pre-scheduling Timelines & Deadlines:

Large Scale Events:

Organizations can request one event per month at this time

Pre-scheduling will open on April 20, 2020 at 9am and will close on May 4, 2020 at
8am.

Undergraduate College Centers (Tabler Black Box, HDV Center, LDS Center, SSO Center,
etc) can be requested now, however they will not be approved until at least May 4,
2020

Campus Recreation and Wellness Center (MAC Courts, etc) can be requested for any one
day events that benefit the campus community. While they may be requested, these events
will likely not be approved until later in the summer.

Information on Union spaces will be available at a later date

Upon approval of a group's re-registration, the executive board will be asked to confirm
any existing event reservations. The group will be given a deadline by which they
must confirm the reservations and create events in SB Engaged. After these events
are confirmed, the new 2020-2021 25Live information will be sent to the organization
email.

Current 25Live accounts will be disabled as of May 4, 2020 to allow time to reset
for the 2020-2021 year.

Block Booking

Block booking meetings are limited to one 50 minute meeting per group, per week. Groups
may request an additional executive board meeting no earlier than September 23, 2020.
Requests made prior to this date will be denied and will need to be resubmitted after
9/23/20.

All block booking meetings must begin on the hour to remain in line with academic
vectors. This does not apply to practices for sport clubs and performance groups.

Block booking for spaces in the Campus Recreation and Wellness Center will not be
accepted at this time, due to the fitness schedule not being confirmed. Information
will be sent via email when these spaces can be requested. This includes requests
for practice space.

Block booking for academic spaces will not be accepted at this time due to the academic
schedule not being finalized. Information will be sent via email when these spaces
can be requested.

Block booking for areas outside of the SAC will be approved on a semesterly basis.
Any requests for block booking for spring 2021 in any space outside of the SAC will
be denied.

Organizations that require the use of technology for block booking must request an
academic space when they are available to request. Portable multimedia kits will not
be approved for block booking.

As with pre-scheduled events, requests can be made until May 4, 2020 at 9am, at which
time current 25Live accounts will be disabled.

Those groups who do not submit by the deadline may submit after the 2020-2021 board
receives the new 25Live login information.

Please Note: Due to the current pandemic, all dates and policies are subject to change
to ensure the best interest of our students, as well as compliance with federal, state
and University regulations.

A few things to note regarding event requests:

Space requests that are submitted without titles and full descriptions will be denied.
For example "Event #1" will not be an approved event. Organizations must have a clear
picture of what they plan to use the space for, or the space request will be denied.

Campus Recreation and Wellness Center (MAC Courts, etc) can be requested now for any
one-day events that benefit the campus community.

Things to note concerning block booking requests:

Block booking for areas outside of the SAC will be approved on a semesterly basis.
Any requests for block booking for spring 2020 in any space outside of the SAC will
be denied.

Organizations that require the use of technology for block booking must request an
academic space. Portable multimedia kits will not be approved for block booking.

Block booking meetings are limited to one 50 minute meeting per group, per week. Groups
may request an additional executive board meeting no earlier than September 23, 2020.
Requests made prior to this date will be denied and will need to be resubmitted after
9/23/20.

Event Levels

Level 1: High Profile

Level 2: Moderate Profile

Level 3: Moderate-Low Profile

Level 4: Low Profile

Off Campus Trip

Presence of University Police/Community Response team/contracted security is required

Presence of University staff is required

Redirecting traffic/road closures

Presence of non-University attendees where guest attendance for event is not an open
policy

Event has the potential to interfere with the orderly conduct of University functions
or activities

Presence of University Police/Community Response team/ contracted security may be
required

Presence of University staff may be required

Event with minors present

Alcohol being served

Cash exchanged and held on site (over $500)

Venue capacity management is a concern

Presence of Non-University attendees where guest attendance for event is an open policy

Contracts between University Departments/Organizations and external services are needed

Event requiring additional meetings to determine/review run of show, special diagram/venue
setup, or logistical discussion to review staffing roles

No or few potential risk and logistical factors

Capacity is a concern

Presence of University staff is not necessary

Little or no resource/staffing requirements

No concern for the disruption of University functions or activities

Transportation

Destination

Lens Check

Rules/Regulations:

Organizations must be in good standing to participate.

Must be registered with the Department of Student Engagement and Activities for the
2020-2021 academic year

Must have a full and eligible executive board on file with the Office of Student Engagement
and Activities, and USG or GSO if funded

Must not owe any outstanding invoices

Priority will be given to those events that have a history of taking place for 3 or
more consecutive years (making 2020-2021 at least the 4th consecutive year)

Groups can request up to 2 events per semester through this process

The Department of Student Engagement and Activities has the right to deny any event
request submitted.

Space Reservations

If your club is looking to host an event on campus, requesting space can be done through
the following these steps:

Submit a Space Request on 25 Live & wait for approval

After 25live approval, create an Event in SB Engaged within 48 hours of 25live approval.

Once you Event on SBEngaged has been approved, a staff member will reach out to your
organization if further planning for the event needs to take place. In some cases,
you will also be asked to meet with an additional representative from the location
your event is being held in.
Please remember, your event is not confirmed until you have a space confirmed, receive
approval on SB Engaged, and meet with a Program Advisor!

Questions? Contact the Department of Student Engagement and Activities